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Notice of Collection, Use or Disclosure of Personal Information

Laurier collects personal information under the authority of the Wilfrid Laurier University Act. Personal information collected by any part of the university may be used or disclosed by other units in order to execute the various functions of the university and to administer the various relations between the university and its students, alumni, employees, clients, suppliers, partners and others.

If you have questions about this collection, please contact Shereen Rowe, privacy coordinator, at privacy@wlu.ca or 519.884.0710 x2037.

Laurier uses and discloses personal information in ways that are consistent with the above notice.

Personal Information as Public Record

The names of, and degrees received by, graduates of the university are a matter of public record. Educational history other than this will be released only by student consent. An example of this would be sending official transcripts or official letters on the student’s behalf to another institution.

Laurier may confirm if an individual is a registered student at the university unless directed otherwise. The program a student is enrolled in and/or campus they are attending will not be disclosed without the student’s consent.

The names, programs and other similar personal information of the recipients of honours such as inclusion on a dean’s list or receipt of a scholarship are used by the university to create and maintain a public record. Many scholarships, bursaries and prizes have specific additional collection and disclosure conditions. Laurier assumes that persons applying for scholarships, bursaries, and prizes have agreed to the relevant conditions. Voluntary membership on teams representing Laurier, or participation in events as a representative of Laurier, is considered an agreement by the member or participant to the public disclosure of limited personal information, such as name, degree program, and other team- or event-related information.

Information Shared with Third Parties

In order to allow for their elections and other core operations, the university may provide personal information of students to the Wilfrid Laurier University Students’ Union (WLUSU), Graduate Students' Association (GSA), Wilfrid Laurier University Student Publications (WLUSP) and other similar organizations. The university may also use personal information of students to collect fees on behalf of WLUSU and other student organizations. The university, on behalf of these organizations, discloses students' personal information to insurers selected by the students' associations.

Unless directed otherwise by the student, Laurier may disclose contact information of graduating students to organizations providing convocation-related services, such as photography and degree-framing.

Laurier uses a range of third parties located in Canada and other countries to deliver services on its behalf for students and employees. Before entering into an agreement with a supplier, Laurier completes a privacy and security impact assessment to ensure that personal information will be securely collected and stored and used only as needed.

Use of Personal Information in the Classroom and by Instructors

Names of students are collected by the university in order to operate both virtual and physical classroom environments. By registering in courses, students recognize and agree that their names may be divulged, both orally and in written form, to other members of the student body during activities such as taking attendance, assigning topics, organizing students for group work, assessing classroom participation, facilitating classroom discussion, and organizing tutorials. Students who are concerned about such disclosures should contact the course instructor to identify possible alternatives.

Some courses utilize services that help detect plagiarism which require a student’s work be submitted to a third party. By registering in these courses, students acknowledge and accept that some of their personal information may be submitted to a third party and may be retained for future use.

Materials submitted in courses may also be retained by the university for use and disclosure as samples for course design and evaluation.

Administrative Uses of Personal Information

Personal information is used or disclosed to determine eligibility for scholarships, bursaries and other forms of student aid and to promote the availability of such assistance.

Address, telephone, email and other information may be used to contact you by any unit within the university, including our ancillary services, and external agencies involved in the collection of fees and fines owing to the university. This includes the collection of fines for parking-related infractions.

Registration records, educational history and supporting documents, including records of misconduct, may be used for the adjudication of admission, progression and graduation with respect to various programs. Such information may be transmitted to other educational institutions and partners involved in the delivery of programs offered at, with, or through, Laurier, including, but not limited to, entities involved in the provision of joint degrees, cross-registration, practicums, exchanges, placements, co-op positions and service-learning opportunities.

Personal information is used to create class lists, grade submission lists and other materials needed by employees of the university. This includes the utilization of pictures of students collected and intended primarily for inclusion on Laurier’s OneCard.

Personal information may be collected, used and disclosed in disciplinary or security procedures.

Personal information may be used for institutional development and fundraising programs and initiatives. This includes disclosures of personal information to the alumni association and to independent commercial ventures that become partners of the university or the association in fundraising activities. All persons registered at Laurier are considered members of our alumni. Alumni may instruct the alumni association to refrain from using their personal information for development purposes.

Applicants may be contacted about admission opportunities other than those specifically identified by the applicant. They may also be contacted to guide the improvement of the university's services and offerings.

Statistics and Reporting

Personal information is used by the university to create various statistical and analytical reports that guide in planning and administration. It may also be transferred to external entities involved in research and statistical analysis of student experience and accomplishment, in order to improve the quality and effectiveness of the university’s programs, policies and practices. Email addresses of samples of the student body may be provided to organizations that collect student opinions regarding various aspects of the quality of the educational environment provided by the university. Examples of such research and analyses include the National Survey of Student Engagement, administered from Indiana University, U.S., and the Public Economics Data Analysis Laboratory project directed from McMaster University, Canada.

Disclosure of Information to the Ministry of Training, Colleges and Universities

Laurier is required to disclose personal information such as Ontario Education Numbers, student characteristics and educational outcomes to the Ministry of Training, Colleges and Universities under s. 15 of the Ministry of Training, Colleges and Universities Act, R.S.O. 1990, Chapter M.19, as amended. The ministry collects this data for purposes such as planning, allocating and administering public funding to colleges, universities and other postsecondary educational and training institutions and to conduct research and analysis, including longitudinal studies, and statistical activities conducted by or on behalf of the ministry for purposes that relate to postsecondary education and training.

Further information on how the Ministry of Training, Colleges and Universities uses this personal information is available on the ministry's website or by writing to: Director, Postsecondary Finance Branch, Postsecondary Education Division 7th Floor, Mowat Block, 900 Bay Street Toronto, Ontario, M7A 1L2.

Disclosure of Information to Statistics Canada

Statistics Canada is the national statistical agency. As such, Statistics Canada carries out hundreds of surveys each year on a wide range of matters, including education.

It is essential to be able to follow students across time and institutions to understand, for example, the factors affecting enrolment demand at postsecondary institutions. The increased emphasis on accountability for public investment means that it is also important to understand 'outcomes.' In order to conduct such studies, Statistics Canada asks all colleges and universities to provide data on students and graduates. Institutions collect and provide to Statistics Canada, student identification information (student's name, student ID number, Social Insurance Number), student contact information (address and telephone number), student demographic characteristics, enrolment information, previous education, and labour force activity.

The federal Statistics Act provides the legal authority for Statistics Canada to obtain access to personal information held by educational institutions. The information may be used for statistical purposes only, and the confidentiality provisions of the Statistics Act prevent the information from being released in any way that would identify a student.